Events Manager

Jul 21 2020
Bishop Museum |Honolulu|Full Time
Job Description


The Event Manager is directly responsible for event planning and management at the Museum and supporting both internal and external events. Events range from high end corporate events to weddings to birthday celebration, as well as museum events, programs and festivals. Responsible for providing outstanding experiences for the museum’s clients and patrons while adhering to all requisite policies and procedures set by Bishop Museum. Scheduling bookings of spaces, facility rental contracts, coordinating layouts and setup of rooms for meetings (including ensuring audiovisual equipment and basic refreshments are in place).  Provide setup and support for facility rentals. Support in creating internal events.  Lynchpin position for maintaining room booking calendar. Manages Event Facilitators.

 

Duties and Responsibilities

  • Under limited supervision, provide facility rental services to clients and their guests to insure a smooth and efficient event. 
  • Manage all operational details to ensure smooth execution of facility rentals at the museum once the ‘sale’ of the rental has been made.
  • Respond to facility rental inquires & contracts, as needed.
  • Work directly with facility rental clients to finalize plans for catering, tent rental, entertainment and other aspects of the rental. Coordinate with external vendors as necessary.
  • Manage internal teams who assist with the setup, management and delivery of venue rentals and internal events.
  • Be on-site primary museum contact to ensure success of the event.

Maintain positive relationships and partnerships with external agencies and organizations to increase Museum admission sales.

  • Make informed decisions on circumstances ranging from weather conditions to security coverage in order to keep the event working smoothly, while adhering to museum policies and to issues of safety and security.
  • Communicate and coordinate with other department staff in planning and executing event requirements. 
  • Ensure events are set up according to the rental agreement as detailed on the events calendar, such as: furniture setup, linen, coffee and water stations, coolers with ice, etc.  Assist with setup and breakdown of tents and furniture as necessary.
  • Coordinate with other departments to insure successful setup and breakdown before and after each event. Work with Buildings and Grounds and Housekeeping to ensure that all set-up and clean-up are done.
  • Provide operational support for Bishop Museum’s donor and member events, weekend programs, and community festival days.
  • Coordinate event logistics with marketing, graphics, collections, research, facilities, and public programs.
  • Assist with basic entertainment issues, such as recommending musicians for background music at events.
  • Set up Bishop Museum’s meeting spaces for various meetings and special requests.  This includes opening the room, setting up water or coffee, setting up “teleconference” phone system, making sure room is presentable, setting up tablecloths if requested.
  • Coordinate with the caterers to insure timely delivery and pickup times.
  • Maintain inventory of all event-related supplies, including, but not limited to, furniture, tents, coolers, paper goods, utensils, beverages, linens, cleaning materials, tables, chairs, etc.
  • Serve as ‘onsite’ contact person for rental events when designated for that capacity.
  • Maintain calendar of room bookings for internal staff needs.
  • Facilitate site visits for potential renters.
  • Manage Event Facilitator(s), by supervising, scheduling, hiring, etc.

Other duties as assigned.

 

 

Qualifications

 

  • Bachelor’s degree or at least three additional years of work in the event management field required.
  • At least three years’ experience in managing events in the museum, hotel, hospitality industry or other field
  • Prior Hospitality experience is advised, but not required
  • Excellent customer service skills
  • Demonstrated organizational skills
  • Experience working with a diverse client, patron, or member base.
  • Ability to communicate with internal staff and external clients in clear manner, online, on phone and face to face
  • Fluent in audio-visual setup and operation, including working with sound systems, video projectors; some stage and lighting work desirable.
  • Ability to remain calm under pressure.
  • Ability to multi-task in planning and executing venue rentals and other events simultaneously.
  • Ability to maintain a flexible schedule and work when the events occur; position involves regular evening, holiday and weekend work.
  • Commitment to the mission, values, and programs of Bishop Museum.
  • Working knowledge of MS Office software suite including Word, Excel and PowerPoint.

Other Requirements

  • Flexibility in working hours, ability to work nights, weekends and holidays as needed
  • Professional business like appearance
  • Supervisory experience
  • Customer Service driven
  • Organizational, analytical, and detail-oriented.
  • High energy and ability to be active for extended amounts of time.
  • Ability to manage multiple ongoing projects with little supervision.
  • Ability to read, write and speak English clearly and proficiently.
  • Multi-task Oriented
  • Patient and ability to work under pressure
  • Must have own car with proof of insurance and valid Hawai‘i Drivers License.
  • Familiarity with Hawaiian or Pacific culture and history a plus.
  • Must complete Food Handlers Training Certification within the first 3 months of employment

Direct Reports

 

Event Facilitator(s), Sales and Events Specialist

 

Working Conditions

 

Typical office environment.  Flexibility to work for home, once skill set has been reached.  The position does involve significant amounts of walking around the Museum’s campus, often after dark and with low light conditions; walkways are uneven in some places, and a considerable amount of the work is done on grassy, sloped lawns.